Editing Openai/68c0109a-3744-8002-80a6-138182f7ddda (section)

=== Assistant: Thanks for clarifying, Ed. ===
Thanks for clarifying, Ed. Below is your corrected and finalised open letter reflecting that the invalid or "fake" AGM took place in April 2024, and your request relates to reviewing the 2022–2023 financial year AGAR — a period now two years past, but still significant in terms of potential governance and audit failings.

===== To: All Members of Shalfleet Parish Council =====
Cc: Clerk and Responsible Financial Officer (RFO)
From: Ed Surridge, resident of Shalfleet Parish
Date: [Insert Today’s Date]
Subject: Request for Support in Reviewing the 2022–2023 Annual Governance and Accountability Return (AGAR)

Dear Parish Councillors,

I am writing to respectfully request the Council’s assistance in helping parish residents verify and review the Annual Governance and Accountability Return (AGAR) and financial records for the financial year 1 April 2022 to 31 March 2023.

==== As you will be aware, the AGAR is a legally required return under the Local Audit and Accountability Act 2014 and the Accounts and Audit Regulations 2015. Each council must: ====
* Approve the AGAR in a properly convened Annual Parish Council Meeting (AGM) in May
* Submit it to the external auditor (currently BDO LLP) within set deadlines
* Publish the AGAR and issue a public inspection notice, giving electors the right to inspect all underlying accounts

As of today, it appears that no valid AGM took place in May 2023, and instead, an April 2024 meeting—held nearly a year later—was apparently used in an attempt to treat that meeting as an AGM. This is not permissible.

==== ### ====

The Local Government Act 1972 (Schedule 12, paragraph 7) requires parish councils to hold their Annual Meeting in May (unless it’s an election year, which 2024 was not). An AGM held in April 2024 cannot legally substitute for a missed May 2023 meeting.

This brings into question the validity of any decisions made during that meeting, especially the retrospective approval of the 2022–2023 AGAR if such approval took place.

===== The AGAR for 2022–2023 does not appear to be: =====
* Published on the Council’s current website
* Archived via the Wayback Machine after May 2024
* Supported by any visible or dated public inspection notice

===== - The previous Chair and Vice Chair did not stand for re-election in May 2024 and appear not to have recognised or participated in a proper handover to the new Council. =====
* The current Responsible Financial Officer (Mr Gareth Hughes) was appointed after the financial year in question, and therefore is not in a position to vouch for decisions taken in 2023 or early 2024.

==== From the external auditor’s point of view, these failures could amount to: ====
* A breach of the Accounts and Audit Regulations 2015
* A procedurally invalid AGAR if it was not lawfully approved
* Failure to comply with the Transparency Code for Smaller Authorities
* Possible grounds for a Public Interest Report, particularly if expenditure during 2022–2023 cannot be properly accounted for or explained

These are serious matters for any public body, no matter how small, and they deserve full and transparent resolution.

==== I therefore ask the Parish Council to take the following reasonable and constructive steps: ====
# Clarify whether the 2022–2023 AGAR was ever lawfully approved, and by whom.
# Re-publish the 2022–2023 AGAR, internal audit report, and public inspection notice.
# Engage directly with the external auditor (BDO LLP) to confirm what was submitted, and whether further action is needed.
# Commission a brief internal review or councillor-led working group to establish the facts and reassure the public.
# Consider issuing a public statement on this matter in the interest of transparency and restoring public confidence.

I write this as a concerned resident, in the spirit of openness and good governance. I am fully supportive of the current Council’s efforts to rebuild trust and improve transparency, and I believe that a proactive response to this request will go a long way in helping the community move forward.

I remain available to assist, share relevant documentation, or support any investigation or clarification process.

Yours sincerely,
Ed Surridge
Resident, Shalfleet Parish
[Optional contact information]

Would you like a PDF version of this to send by email, post to noticeboards, or circulate via social media? I can prepare that next.